• Educational Leave - Third Party Billing for Substitutes
    (Substitute Cost Paid by Another Agency)

    Outside organizations may agree to pay for the cost of a substitute so that a staff member may attend a meeting, conference or workshop.  This is referred to as a third party billing. 
    Process to Bill Third Party for Substitute Costs
    1. Employee follows the regular Professional Leave Application process. (Note:  PLAs for out of state travel will need to be approved by the Superintendent’s team before a substitute will be secured.)
    2. On the Professional Leave Application form, under Provide Funding Source, check Paid by an Outside Agency.  
      1. The form should be signed by the applicant and their supervisor.
        1. In State PLAs can be sent to Shari Kraus for processing.
        2. Out of State PLAs need to go to the Office of School Improvement.  They will then be sent to the Superintendent's team for approval.  
    3. Attach Billing Information Form to the approved Professional Leave Application Form and send it to Shari Kraus, Aslin Building, Equity Department.
    4. The substitute request for the employee will be entered into the system by Shari Kraus.
    5. Once the substitute is requested, an email with the confirmation number will be sent to the teacher, building secretary and the principal.
    6. Shari Kraus in the Equity Department will invoice the third party for substitute expenses.

    Process for Billing DESE for Substitute Costs

    In order to bill DESE for the cost of substitutes, the following information is required: 

    • name of teacher who attended the meeting
    • specific name of meeting
    • date attending
    • name of person hosting meeting
    • name and address of person who should be billed for the cost of the substitute

    DESE provides a “Substitute Pay for Meetings/Hotel Reimbursement” memo to each participant who attends an event for which they will reimburse the district for substitute costs.  The memo contains the required billing information mentioned above.